EXECUTIVE ASSISTANT TO CHIEF OPERATING OFFICER CANDIDATE INFORMATION PACK
Dear Applicant,
Thank you for taking the time to find out more about the appointment of Executive Assistant to the COO with the Clifton Diocese. The Executive Assistant is responsible for a broad range of operational and business management activities in order to support the Chief Operating Officer and ensure that the organisation runs smoothly and effectively. Reporting to and working closely with the Chief Operating Officer, the appointed with oversee a host of operational business activities including HR, Data Protection and Administration. In conjunction with the specialist HR consultant, the appointed will advise central staff and those at parish level on personnel administration and queries. The appointed will also advise the COO and parishes on Data Protection matters, responsible for regularly overseeing policies, processes and compliance. Additionally, the EA will be the first point on contact for fielding queries and conducting research on behalf of the COO for a variety of matters. Ad hoc administrative support will also be required, working alongside the Personal Assistant.
The Diocese of Clifton is the Roman Catholic diocese covering the West of England and includes the City and County of Bristol, covering 4,215 square miles, stretching from Stow in the Wold in the north to Minehead and Watchet in the South. The most north-westerly parishes are in the Forest of Dean, while Marlborough near Swindon is one of the most easterly. Other cities and towns include Bath, Wells, Cheltenham, Gloucester, Salisbury, Taunton and Weston-Super-Mare.
There are 107 parishes within 13 deaneries serving a Catholic population of around 190,000.
JOB DESCRIPTION
Reports to
Chief Operating Officer
Organisation
Roman Catholic Diocese of the Clifton
Purpose of the job To provide executive administration support to the Chief Operating Officer on all Data Protection and HR issues and specific projects as and when required.
Candidate Brochure
JOB DESCRIPTION
Key Accountabilities
Data Protection Responsible for Data Protection administration including the regular review of policies. Monitoring compliance and handling any specific compliance issues. Ensuring the escalation of data protection concerns or issues to the Chief Operating Officer (Data Protection Officer) as necessary. Facilitation of training for Curia and Parish employees, Clergy and appropriate volunteers. HR Activities First line of contact for parishes on more complexed HR queries. Responsible for contacting Parish Priests and Parishes on behalf of the Chief Operating Officer on HR matters, to gain information or provide HR advice. Liaise with HR Consultant for advice on HR issues arising or reviewing policies and procedures. Communications Acts as a support for the Chief Operating Officer, fielding queries, research answers where possible; responding on the Chief Operating Officer’s behalf when requested and generally minimise the amount of paper crossing the Chief Operating Officer’s desk. Provides ad hoc PA support in the absence of the Personal Assistant to the Chief Operating Officer.
Key Contacts
Internal
External
• The Bishop of Clifton • Trustees generally and specifically chairs of sub-committees • Priests and Deacons • Chief Operating Officer • Heads of Departments • Parish volunteers • Peer groups across other dioceses
• Other religious Organisations and Dioceses. • Professional Advisors • Pension Providers
Candidate Brochure 7
JOB DESCRIPTION
Key Competencies
Professionalism Maintains strict confidentiality; manages difficult situations; accepts responsibility for own actions; follows through on communications; accepts unusual task willingly. Collaboration and Team working Works proactively with the Chief Operating Officer and demonstrates a willingness to help and support others towards the achievement of a common goal; contributes to building a positive team spirit. Organisation skills Develops plans, coordinates activities and manages competing demands; thinks ahead and is proactive and professional; responds well to pressure and is able to work to tight deadline; is an excellent timekeeper. Interpersonal skills Treats others with respect, tact and consideration regardless of their status or position; communicates sensitively and professionally; possesses good listening and influencing skills; possesses a good but appropriate sense of humour.
Problem solving Problem analysis and assessment skills including identifying issues promptly and taking the right course of action to manage the problem.
Knowledge, Skills and Experience • 3 years’ experience providing support at a high level • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite • Knowledge of standard office administrative practices and procedures • Knowledge of Data Protection legislation and the General Data Protection Regulation (GDPR) • Bachelor’s degree or equivalent is an advantage • CIPD qualification is desirable
Candidate Brochure
PERSON SPECIFICATION
Effective Communication Be able to: • Communicate clearly and effectively with a diverse range of people • Vary communication dependant on audience • Use effective listening with the ability to persuade and influence where appropriate
Skills and Attributes Be able to:
• Consider and take appropriate action • Effectively communicate, record and report
• Work as part of a team • Work on own initiative • Problem solving
Have good: • IT skills • Interpersonal skills • Observation and judgement
Working Together Be able to:
• Work collaboratively with colleagues to achieve results and develop good working relationships • Focus on personal development of yourself and colleagues in order to enhance performance, motivation and ability to change
• Report writing skills • Presentation skills
Candidates do not need to be practising Catholics but should be sympathetic to the aims and values of the Catholic Church. Experience and skills in the following areas should be demonstrated
Candidate Brochure
WORKING FOR US
Our administrative offices are based in Bristol and support the pastoral needs of the Catholic community throughout Gloucestershire, Somerset, Wiltshire and Bristol. As an employee of the Clifton Diocese you will be working for an award-winning, unique and diverse organisation. You will be in contact with people with various backgrounds and from around the world. You will enjoy being challenged and thrive working as part of our professional and dedicated teams; whether that’s as part of small office-based teams, the local Catholic community, and wider still as part of the Universal Church. You will work with professionals, volunteers, clergy, as well as many external contacts.
Candidate Brochure
APPLICATION PROCESS
The Clifton Diocese are being supported on this recruitment campaign by the search consultancy The Management Recruitment Group (MRG).
To arrange a confidential briefing conversation please contact our advisor Stephanie Howe of MRG.
Stephanie Howe stephanie.howe@mrgpeople.co.uk 0203 962 9900
Applications should consist of a comprehensive CV (of not more than 4 pages) and a covering letter (of not more than 2 pages). Closing date for applications is midnight on 23rd September 2020. First stage interviews with MRG scheduled on 28th & 29th September 2020. First stage interviews with Clifton Diocese scheduled for w/c 5th October 2020
Candidate Brochure
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